Project Assistant - Mission Critical

Abbott Construction•Owasso, OK

About The Position

The Project Assistant provides administrative and project coordination support to construction teams to help projects run efficiently and maintain accurate, complete documentation. The role manages project records, tracks deliverables, coordinates communication with subcontractors and internal teams, and supports contract and compliance processes. It contributes to organization, timely follow-up, and Layton’s standards of quality, integrity, and operational excellence throughout the project lifecycle. The position supports construction project documentation and administration, including contracts, purchase orders, owner pay requests, insurance and bond records, legal documents, warranties, operations and maintenance manuals, and as-built drawings. It also helps coordinate preconstruction activities, shop drawings, change requests and orders, bidding, estimating, and project closeout.

Requirements

High school diploma or equivalent.
Type at least 50 words per minute.
At least 2 years of experience in secretarial or administrative work.
Working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook, including the ability to create basic documents and spreadsheets in each application.
Excellent written and verbal communication skills.
Excellent organizational skills, including developing systems for accessing, retrieving, and delivering information effectively.
Ability to handle multiple tasks, establish priorities, and determine an effective course of action.
Ability to accomplish routine tasks.
Ability to work well as a team player and help coworkers, customers, and others achieve their goals and assignments.
Ability to perform essential duties and responsibilities efficiently, accurately, and safely, with or without reasonable accommodation, without posing a threat of harm to self or others.

Nice To Haves

Previous experience in an administrative role at a construction company.
Knowledge of basic work methods, techniques, and systems used by Layton Construction.
One to two years of post-high-school administrative assistant training.

Responsibilities

Promote “The Layton Way” by delivering predictable outcomes for internal teams, external teams, and customers.
Work with honesty, unity, safety, and quality to support Layton’s “Constructing with Integrity” commitment.
Assemble, compile, and prepare project documents, including contracts, purchase orders, owner pay requests, insurance documents, bonds, Notices of Commencement, legal documents, warranties, operations and maintenance manuals, and as-built drawings.
Monitor and enforce legal and insurance compliance for required construction paperwork, including internal paperwork.
Ensure subcontractors respond to contract paperwork in a timely manner.
Create and maintain project checklists.
Work with the Superintendent to establish dates for shop drawings and project milestones, and follow up on reviews and approvals for shop drawings, samples, and material lists.
Maintain logs for shop drawings, requests for clarification, change requests, and proposal requests.
Distribute change requests and follow up on pricing.
Instruct the project team on the filing system and ensure it is used properly.
Prepare agendas and other preconstruction meeting documents, and record or transcribe meeting minutes.
Prepare and issue change orders to subcontractors and owners for extra work performed on projects.
Assist with project estimates and buyout.
Coordinate with project managers to improve understanding of projects and the quality of project paperwork.
Discuss and coordinate personal and project goals, important issues, and objectives.
Administer contracts and purchase orders when assigned by leadership.
Assist with establishing OCIP or CCIP programs according to contract requirements and maintain required program documents.
Draft, transmit, and file correspondence.
Assist with bidding and developing scopes of work for trade contractors.
Perform other related duties as assigned.